University Neighbourhoods Association BOARD OF DIRECTORS MEETING Agenda: May 9, 2017 May 9, 2017 5:00 pm – 7:00 pm at Wesbrook Community Centre Page 1 A.1 Presentation: Employer Value Proposition and Update on Phase 2 of the UNA HR Project, 30 minutes Cissy Pau and Annika Lofstrand of Clear HR Consulting A. AGENDA & MINUTES 5 minutes 1. Adoption of May 9, 2017 Agenda 2. Adoption of April 11, 2017 Minutes B. REPORTS 20 minutes 1. RCMP University Detachment (on table) 2. UBC Campus & Community Planning, A. Savelson 3. AMS Report, Sally Lin (on table) 4. Electoral Area A, M. Harris 5. Executive Director, J. Fialkowski 6. Report from the Board of Governors, C. Menzies (tentative) C. OLD BUSINESS (in package) 30 minutes 1. List of UNA Priorities, R. Alexander 2. HR Project Phase 2: Employer Value Proposition, R. Alexander 3. UNA Bylaw Review: new Committee Terms of Reference, R. Alexander 4. UNA/IFC Working Group Terms of Reference, Sally Lin 5. 2017 UNA Elections Procedures, L. Cottle (deferred from March 2017) D. NEW BUSINESS (in package) 15 minutes 1. NA 2015 Schedule ‘H’ Designated Building Agreement for Central, University Boulevard, J. Fialkowski 2. UNA Staff Child Care Proposal, R. Alexander 3. Parking Strategy Update, W. Sit E. FINANCIALS, Ying Zhou, Treasurer (in package) 1. January/February /March 2017 Financial Statement 2. Access Reserve Recommendation 3. Year End Audit Update 15 minutes F. FOR INFORMATION 1. Board Performance Report, Period 4: January to April 2017 2. 2016 Green Deport Update 5 minutes 5:00 pm Delegations Residents wishing to address the Board of Directors are requested to register on the speakers list prior to the start of the meeting and to state their name and address before addressing the Board. Delegates should note that details of their presentations, including their names, may be included in the public minutes of the meeting. An in-camera session of the Board to discuss contractual agreements will immediately follow the public session. Next Board Meeting: Tuesday, June 13, 2017; 5:00 pm - 7:00 pm May 2017 Board of Directors Meeting Package page 1
Transcript
University Neighbourhoods Association BOARD OF DIRECTORS MEETING Agenda: May 9, 2017
May 9, 2017 5:00 pm – 7:00 pm at Wesbrook Community Centre
Page 1
A.1
Presentation: Employer Value Proposition and Update on Phase 2 of the UNA HR Project, 30 minutes Cissy Pau and Annika Lofstrand of Clear HR Consulting
A. AGENDA & MINUTES 5 minutes 1. Adoption of May 9, 2017 Agenda 2. Adoption of April 11, 2017 Minutes
B. REPORTS 20 minutes 1. RCMP University Detachment (on table)
2. UBC Campus & Community Planning, A. Savelson 3. AMS Report, Sally Lin (on table) 4. Electoral Area A, M. Harris 5. Executive Director, J. Fialkowski 6. Report from the Board of Governors, C. Menzies (tentative)
C. OLD BUSINESS (in package) 30 minutes
1. List of UNA Priorities, R. Alexander 2. HR Project Phase 2: Employer Value Proposition, R. Alexander
3. UNA Bylaw Review: new Committee Terms of Reference, R. Alexander 4. UNA/IFC Working Group Terms of Reference, Sally Lin
5. 2017 UNA Elections Procedures, L. Cottle (deferred from March 2017)
D. NEW BUSINESS (in package) 15 minutes 1. NA 2015 Schedule ‘H’ Designated Building Agreement for Central, University Boulevard, J. Fialkowski 2. UNA Staff Child Care Proposal, R. Alexander 3. Parking Strategy Update, W. Sit
E. FINANCIALS, Ying Zhou, Treasurer (in package)
1. January/February /March 2017 Financial Statement 2. Access Reserve Recommendation 3. Year End Audit Update
15 minutes
F. FOR INFORMATION 1. Board Performance Report, Period 4: January to April 2017 2. 2016 Green Deport Update
5 minutes
5:00 pm Delegations Residents wishing to address the Board of Directors are requested to register on the speakers list prior to the start
of the meeting and to state their name and address before addressing the Board. Delegates should note that details of their presentations, including their names, may be included in the public minutes of the meeting.
An in-camera session of the Board to discuss contractual agreements will immediately follow the public session.
Next Board Meeting: Tuesday, June 13, 2017; 5:00 pm - 7:00 pm
May 2017 Board of Directors Meeting Package page 1
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University Neighbourhoods Association BOARD OF DIRECTORS MEETING
April 11, 2017 Minutes
May 9, 2017 5:00 pm – 7:00 pm at Wesbrook Community Centre
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Present: Richard Alexander, Laura Cottle (Secretary), Ying Zhou (Treasurer), Rose Wang, Raymundo Escalona, Carole Jolly
Regrets: Michael Shakespeare, Kathleen Simpson In attendance: Jan Fialkowski, Executive Director; Calvin Cheung, Director of Operations and Risk
Management; Serena Hayes, Finance Manager; Wegland Sit, Sustainability Manager; Andrew Clements, Program Manager
Meeting was called to order at 5:04 pm. DELEGATIONS
Ms. Ada Dong, Parking Regulations
PRESENTATION: UBC Recreational Facilities Usage Report, Kavie Toor, Director Facilities & Business Development, UBC Athletics and Recreation A. AGENDA AND MINUTES
1. Approval of Agenda MOVED BY Laura Cottle, THAT the Agenda of the April 11, 2017 Board Meeting be approved with the addition of item B.6 – Reporting to the Board of Governors.
CARRIED
2. Approval of Minutes MOVED BY Richard Alexander, THAT the Minutes of the March 14, 2017 Board Meeting be approved CARRIED
B. REPORTS
1. RCMP University Detachment Regrets from Staff Sgt P. Reilly.
2. UBC Campus + Community Planning Report received.
3. Alma Mater Society Regrets from Director Simpson.
4. Electoral Area A Report received.
5. Executive Director Report received.
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6. Reporting to the Board of Governors Verbal report received. ACTION: Governor Charles Menzies, in a non-official capacity, will attend the UNA Board meetings occasionally to report on the Board of Governors meetings on items of interest to the UNA and its neighbourhoods.
C. OLD BUSINESS 1. List of UNA Priorities
Priorities received. ACTION: The UNA Board will consider a process to review its strategic priorities. The process may stakeholders and would be facilitated. Staff are requested to obtain a proposal and quote Watson Inc.
2. Letter to Province re: the provincial use of Rural Tax Report received. ACTION: UNA will host an All Candidates meeting to hear from candidates in the upcoming provincial elections.
3. Old Barn Community Centre Fitness Centre Usage Report Report received. ACTION: The UNA Board will forward the usage report to UNA UBC Joint Financial Task Force for consideration at its next meeting in June.
D. NEW BUSINESS
1. Neighbourhood Signage Policy and Elections Signage Policy Report received. MOVED BY Ying Zhou, THAT the UNA Board of Directors approves the draft UNA Election Signage Policy as presented at the April 11, 2017 Board of Directors Meeting. The UNA Election Signage Policy is meant to regulate the placement of election campaign signs in the public realm. CARRIED UNANIMOUSLY ACTION: The signage policy will be distributed to campaign headquarters of Vancouver Point Grey candidates in the upcoming Provincial Election.
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University Neighbourhoods Association BOARD OF DIRECTORS MEETING
April 11, 2017 Minutes
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2. Volunteer Committee Appointments Report received. MOVED BY Laura Cottle, THAT the UNA Board of Directors appoints the following residents to the UNA Volunteer Civic Engagement Committee for a 2 year term starting April 1, 2017: Nils Bradley, Hampton Place; Michael Chen, Wesbrook Place; Floyd Mann, Hawthorn Place; Shohreh Ravanshad, Hawthorn Place; Rose Wang, Hawthorn Place; and Cherie Zhang, Wesbrook Place; and further approves that the
Terms of References be amended to indicate that membership terms will be for 2 years. CARRIED UNANIMOUSLY MOVED BY Raymundo Escalona, THAT the UNA Board of Directors supports the important work of volunteer committees, and to ensure clarity around purpose and objectives, each volunteer committee will have an approved Terms of Reference. CARRIED UNANIMOUSLY ACTION: The review of the Terms of Reference for all UNA volunteer committees will be undertaken by the Governance Standing Committee.
E. FINANCIALS 1. December / January / February 2017 Financial Statement
Report received.
2. UNA UBC Joint Financial Task Force Report Report received.
3. Proposed UNA Food and Beverage Policy Update MOVED BY Rose Wang, THAT the UNA Board of Directors supports the recommendation of the Standing Committee on Finance and Audit to update Corporate Policy 05-1 Food and Beverage Policy to the amended policy found in Attachment E.3. Attachment 1. CARRIED UNANIMOUSLY
4. Proposed UNA Staff Vehicle Use Policy Update MOVED BY Rose Wang, THAT the UNA Board of Directors supports the Standing Committee on Finance and Audit’s recommendation to update Corporate Policy 05-12 The Use of Staff Vehicles in UNA Business to increase the per-kilometre allowance to reflect the rate allowance stated annually by the Canada Revenue Agency on its website. CARRIED UNANIMOUSLY
5. UBC Athletics/Recreation Invoices Q3 and Q4
Report received.
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University Neighbourhoods Association BOARD OF DIRECTORS MEETING
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6. Year End Audit Process
Report received.
F. FOR INFORMATION 1. UNA Standing Committee Membership
Report received
2. Board Performance Report, Period 3, October to December 2016 Report received.
Meeting adjourned at 6:38 pm.
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UNA Access to UBC Athletics Facilities
UNA-UBC Athletics Access - Review
• Neighbours Agreement (Schedule F)
UNA residents have enhanced access to UBC facilities
Sets benchmarks for programming and fees
Like in a municipality, the UNA contributes to operatingcosts through property taxes
Access Agreement Key Principles
• Fairness All members of the UBC community have access to
facilities and programming to meet their needs• Transparency Access decisions are communicated openly
• Complete Community As in a municipality, all residents contribute to recreational
facility operating costs through property taxes• Affordability Costs are shared and benchmarked to municipal practices
• Accountability Both UBC and the UNA are accountable for access
decisions
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FairnessWhere does the UNA have enhanced access?
Facilities UNA Weekly Access Vancouver Benchmark
Arenas TOTAL: 51.5 HOURSPublic Skating and LessonsPeak: 5.5; Non‐Peak: 10.5
Hockey and Stick & PuckPeak: 26.5; Non‐Peak: 9
TOTAL: 25.25 HOURSPublic Skating and LessonsPeak: 13.5; Non‐Peak: 5.75
Hockey and Stick & PuckPeak: 2; Non‐Peak: 4
RecPrograms
Programs: 90 hours/weekDrop‐in: 62 hours/week
Programs: 10 hours/weekDrop‐in: 20‐25 hours/week
Aquatic Centre
Public Swims: 68 hours/weekLength Swims (adults): 16.5 hours/weekLessons/Programs: 46.5 hours/week
Public Swims: 20 hours/weekLength Swims (adults): 20 hours/weekLessons: 20 hours/week
Fields One dedicated community field Shared‐use fields: 1:4500 residents
Tennis Centre
Tennis Centre: 27 hours(in addition to one dedicatedcommunity court)
N/A (no comparable facility)(Shared‐use community courts: 1:3000 residents)
Sources: UBC Athletics Schedules, City of Vancouver Recreational Facility Schedules, Neighbours Agreement Schedule F
• Discounts on: The Birdcoop 150+ Aquatic Centre instructional
programs and access 25+ arena instructional programs 25 tennis instructional programs Indoor tennis rentals 200+ youth sport camps
• Free drop-in access at the StudentRecreation Centre
• New program guides detailing allUBC adult and youth rec programs
• Campus Resident Advertisements• New program offerings promoted• E-mail advertisements
Fairness, cont.What are other UNA access benefits?
TransparencyHow do UNA residents use the facilities?
UNA/CSC USAGEApril 1, 2012 ‐Mar 31, 2013
(12 Months)April 1, 2013 ‐Mar 31, 2014
(12 Months)April 1, 2014 ‐Mar 31, 2015
(12 Months)April 1, 2015 ‐Mar 31, 2016
(12 Months)April 1, 2016 ‐Mar 31, 2017
(12 Months)
*All values are based on number of visits to the facility
DOUG MITCHELL THUNDERBIRD SPORTS CENTRE
Drop In Programming 1884 2663 2835 2586 2335
Registration Based Programming 1905 2398 2485 1606 1718
UBC TENNIS CENTRE
Court Rentals 696 983 915 668 1636
Registration Based Programming 2280 2136 2560 2876 2819
STUDENT RECREATION CENTRE
Membership Visits 1825 1921 2943 4925 4054
Drop In Programming 1310 1815 2362 3370 1755
Registration Based Programming 2760 2444 2152 3406 3336
UBC AQUATIC CENTRE
Membership Visits 6183 8533 6970 5704 8627
Drop In Programming 1037 1468 1608 5610 4563
Registration Based Programming 4730 6499 5850 1662 6610
UBC CAMPS
Registration Based Programming 75 2075 2490 2830 3339
UBC BASEBALL INDOOR TRAINING CENTRE
Drop In Programming N/A N/A N/A N/A 15
Registration Based Programming N/A N/A N/A N/A 132
Subtotal 24685 32935 33170 35243 40939
A.2 Attachment 1
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• USRC – University Sport and Recreation Committee: Assist inproviding recommendations on the overall direction of Athleticsand Recreation – currently being reimagined
• UBC AC – University Aquatic Centre Management Committee:Review overall Aquatic Centre programming, operation, ratesand offerings
• DMC O&S – Doug Mitchell Thunderbird Sports Centre Operations and Security Meeting: Review high profile event andcampus impacts
• Recreational programming – Review, prioritize andrecommend all recreational programming that UBC Athleticsand Recreation offers
DP17008T Temporary Presentation Centre, Wesbrook Place: A Temporary
Development Permit has been issued for a presentation centre that will promote a new
residential project by Polygon on Lots 7 & 8 in Wesbrook Place. The Centre will be located
on Lot 26 – northeast corner of Ross Drive and Gray Avenue.*
Streets and Landscape Permits to conduct geotechnical test hole drilling on future
residential Lots 7 & 8 and Lot 11 in Wesbrook Place have been issued.*
*Note – The permits for the presentation centre and the test hole sites are subject to
special eagle habitat protection recommendations presented in the report prepared for
UBCPT by Diamond Head Consulting Ltd. Entitled “Protected Species Management Plan: Bald
Eagle” prepared March 23, 2017. These sites fall at least partially within a 160m protection
buffer area around the existing occupied eagles nest. Construction activity will be monitored
by a Qualified Environmental Professional to mitigate potential noise impacts on eagle
habitat.
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Memorandum To: UNA Board of Directors Date: May 2017 Subject: 2016 Census Results at UBC
Summary
This memo summarizes the 2016 Census results at UBC. On May 10th, 2016, the Census reported 9,586 people living in 5,038 dwellings in UBC’s five residential neighbourhoods. The memo also responds to UNA Board of Director questions by clarifying how Census results relate to the fire protection costs UBC residents pay the Province of British Columbia. 2016 Census
Statistics Canada conducted the most recent national Census on May 10th, 2016. Leading up to the Census, UBC worked with the UNA and Statistics Canada to update information about campus development and Census boundaries. The Census includes a vast amount of information used by researchers, governments, health authorities and others to provide services and develop programs. Statistics Canada will publish Census data releases through 2017. This memo focuses on the first, which includes population and dwelling counts released on February 8th, 2017. UBC will provide the UNA additional analysis with future releases, including age and gender (May 3rd, 2017), language (August 2nd, 2017), income (September 3rd, 2017), immigration and ethnocultural diversity (October 25th, 2017) and education and labour status (November 29th, 2017). Of note, the Census is not perfect and may miss a person or count someone twice. For example, a student from Ontario living at UBC may not be counted in their home province or on campus. Each Census, Statistics Canada releases an estimated undercount to reflect these miscounts. In 2011, Statistics Canada estimated a 2.0% undercount for all of BC, meaning the Census results were adjusted 2.0% higher. In late 2018, Statistics Canada will release the 2016 Census undercount. UBC Results
The 2016 Census reports that on May 10th, 2016, the UBC campus had:
§ 9,586 people living in 5,038 dwellings in Hampton Place, East Campus, Chancellor Place, Hawthorn Place and Wesbrook Place.
§ 3,270 people living in 1,522 dwellings elsewhere on campus, largely student housing. Of note, this is much lower than the approximately 11,000 UBC student housing beds outside of UNA neighbourhoods. The difference is explained by the Census only including students living on 12-month housing contracts as opposed to the 8-month school year.
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The map and table on the following page detail these results for UBC by UNA residential neighbourhood. The 2016 Census dwelling counts align with UBC’s internal Development Permit statistics for the five UNA residential neighbourhoods. However, Statistics Canada’s Census boundaries do not necessarily align with UBC’s boundaries. For example, the results combine Hampton Place and East Campus due to Census boundaries. For comparison purposes, the map and table also include University Endowment Lands population and dwelling counts. The first 2016 Census data release also included counts of private dwellings not occupied by the usual residents. The media typically report on this data as ‘unoccupied homes’. In reality, dwellings not occupied by the usual residents fall into three categories:
1. Dwellings occupied by foreign residents. For example, a foreign student or person whose permanent residence is outside of Canada.
2. Dwellings occupied by a temporarily present person. For example, Canadian students or visitors whose permanent residence is elsewhere in Canada.
3. Unoccupied dwellings. For example, vacant dwellings or those for sale or rent before move in. In UBC’s five residential neighbourhoods, Census 2016 reported 18.9% of dwellings as not occupied by the usual residents. This is higher than Vancouver (8.2%), Metro Vancouver (6.2%) and Canada (8.7%), and lower than the UEL (21.2%). UBC’s results are likely explained by: students living in the UNA residential neighbourhoods with permanent addresses elsewhere; a high foreign population relative to the region; and high levels of apartment housing relative to the region, which is more likely to be not occupied by usual residents than other housing like single family homes. Future Census releases will provide more information to assess these results.
2016 Census Results Population Dwellings 1. Chancellor Place 1,263 871 2. Hampton Place/
East Campus 2,838 1,444
3. Hawthorn Place 1,845 739 4. Wesbrook Place 3,640 1,984
UNA SUBTOTAL 9,586 5,038 5. Other UBC 3,270 1,522
UBC SUBTOTAL 12,856 6,560 6. UEL 3,034 1,629
PT GREY PENINSULA TOTAL 15,890 8,189
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F ire Protection Services Funding
The UNA Board of Directors asked UBC if the Census 2016 results affect the fire protection services funding residents pay to the Province of British Columbia. At its September 13th, 2016 Board meeting, the UNA passed a resolution asking UBC to enter a 5-Year Contribution Agreement with the province for fire protection services delivered to UBC’s campus neighbourhoods. The UNA also approved funding for the Contribution Agreement to come from the Services Levy residents pay UBC. The Contribution Agreement includes a per capita method to calculate annual fire protection costs. The method:
1) Takes the province’s total annual fire protection costs ($7.1 million in 2016/17); 2) Determines populations for the five UNA residential neighbourhoods, UBC’s academic
campus, and the University Endowment Lands; and, 3) Distributes the total costs based on a ratio of the three population groups. For example, the
UNA residential community has approximately 14% of the population, so the Services Levy pays approximately 14% of the total annual fire protection costs.
The calculation for the UNA and UEL populations uses the most recent Census results for average number of people per dwelling type. For example, in 2011, the area where UBC and the UEL are located had an average of 2.91 people living in detached houses and 2.29 people living in units of an apartment building greater than five storeys. The Contribution Agreement method multiplies these numbers by dwelling units in each area to get the estimated population. For 2016, this method estimates the UNA residential neighbourhood population at 10,615 and the UEL at 4,112. These results are of course higher than the 2016 Census results. This is because this method accounts for all dwellings, whether occupied or not occupied by the usual residents. Each of UBC’s 5,038 dwellings needs fire protection regardless of whether it is vacant, rented by a student, or occupied year-round. Recognizing this fact, the Contribution Agreement method distributes fire protection services costs by using Census dwelling data to calculate population.
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MAY 2017
Page 1 of 5
My Upcoming Meetings
Renewable Cities Forum
May 17 - 19, 2017
Mayors’ Council on Regional Transportation
Thursday, May 25, 2017
Metro Vancouver Board
Friday, May 26, 2017
Climate Action Committee
Wednesday, June 7, 2017
Metro Vancouver Board and Committee Agendas & Minutes http://www.metrovancouver.org/boards/search/
Metro 2040 Performance Monitoring Dashboard Launched
Metro Vancouver has launched a new website to help the
public keep track of the region’s future growth.
The website lets visitors learn about Metro Vancouver 2040:
Shaping our Future, the regional growth strategy, and shows
how well the region is doing on key performance indicators.
You can also explore data for the region, municipalities, and
local communities, as well as download data for your own use
and sign up to receive alerts when new information is
available.
Metro 2040 aims to direct growth to Urban Centres and encourage sustainable transportation choices, protect
agricultural and industrial lands, and prepare for climate change impacts.
www.metrovancouver.org/metro2040
Lawn Watering Restrictions
Even though it has been a wet start to spring, Metro Vancouver residents are reminded to conserve water this
summer, with the region’s annual Stage 1 lawn watering restrictions set to launch on May 15.
From May 15 until October 15, lawns may only be watered in the mornings. This is to reduce the load on the
system during evening hours when demand is highest for domestic uses such as dishwashing, laundry, and
Cultural groups can now apply to Metro Vancouver for Regional Project Grants.
The Regional Project Grants support research, creation, production, dissemination, audience development, project
staff and/or administrative capacity building. The maximum per-project grant is $10,000.
Completed applications must be submitted by 4 pm, Wednesday, May 24, 2017.
2017 application form and Project Grant Eligibility and Selection Criteria www.metrovancouver.org/cultural-grants
Media
Metro Vancouver Close Up Metro Vancouver Close Up shows how municipalities and community groups are promoting sustainability and shared regional goals. New videos are posted each month. To see sustainability stories about Metro Vancouver, you can search “Metro Vancouver Close Up” at metrovancouver.org or follow metrovancouverblog.org.
B.4.
May 2017 Board of Directors Meeting Package page 22
Metro Vancouver’s TV series examines regional growth, environmental protection, and explores the inner workings of service delivery. This month’s episode looks at homelessness and the 2017 Homeless Count. https://vimeo.com/215057999
For More Metro Vancouver News and Updates http://www.metrovancouver.org/metroupdate/
Links & Connections
Metro Vancouver www.metrovancouver.org
Maria Harris, Electoral Area A Director
www.mariaharris.ca
@EADirector_Twitter
www.twitter.com/EADirector
Mayors’ Council on Regional Transportation www.translink.ca/en/About-Us/Governance-and-Board/Mayors-Council.aspx
Union of BC Municipalities www.ubcm.ca
University Neighbourhoods Association www.myuna.ca
University Endowment Lands Administration www.universityendowmentlands.gov.bc.ca
UEL Community Advisory Council www.uelcommunity.com
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University Neighbourhoods Association BOARD OF DIRECTORS MEETING Executive Director Report
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Date: May 4, 2017
From: Jan Fialkowski, UNA Executive Director
1. UNA List of Priorities Staff are responsible to manage the core business of the UNA articulated in the UNA List of Priorities: • By-law application
• Culture, recreation and community services • Emergency preparedness capacity • Public realm management • Resident & stakeholder engagement
As part of the work plan of the management team, we review these priorities on a regular basis individually and with our respective team members and other partners including UBC and UBCPT. A ‘day to day’ reporting is not made to the Board, but reports with recommendations are made to the standing committees monthly for items that require financial support not contemplated in the approved budget or if they are related to policy changes. I’ll also provide updates, like the ones below, to you in my monthly report to the Board. Staff also provide support to the standing committees and Directors to complete their priorities. An indication will be made on Board reports if the subject matter is part of the Board’s List of Priorities. The Directors have agreed to undertake comprehensive review of the current Priorities as these have not been thoroughly reviewed since May 2015.
2. Compliance with the new BC Society Act In July 2016, the UNA Board of Directors agreed to undertake a project to become compliant with the new B.C. Societies Act. The legal firm of Borins & Company was engaged by the UNA Board to assist. The UNA did not undertake a general revision of the By-laws, but conducted a review with the intention of amending the UNA By-laws in accordance with the following objectives:
• To comply with the provisions of the new Societies Act • To support the purposes and goals of the UNA • To reflect the practices of the UNA • To be internally consistent with clear language, and • To comply with any contractual agreements the UNA has entered into with the University of British
Columbia or other third parties that impact the UNA’s authority
At the January 10, 2017 meeting of the Board, the Directors approved releasing the draft By-laws for public consultation. By the end of the consultation period (February 9), the UNA had received comments from seven residents. Although the Board of Directors, for the purposes of compliance, were not contemplating substantive changes to the By-laws, the seven residents indicated they wanted
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more substantive changes to the By-laws. At the February 2017 meeting of the Board, the Directors agreed to defer the Special General Meeting, that was originally scheduled for April, to engage more broadly with members and residents in order to gage interest for more substantive changes. The UNA Chair, Executive Director, UNA legal counsel and staff from C+CP met with a representative of the seven residents to discuss the possibility of more substantive changes. Staff presented an engagement and communications plan to the Directors at their April in- camera meeting. A report and recommendations to establish a UNA Bylaw and Governance Review Committee is included in the May 2017 Board package under agenda item C.3. ** This item is a priority included in the UNA List of Priorities
3. The UNA UBC Joint Financial Task Force The Joint Financial Task Force met on March 30, 2017. It will meet again on June 26, 2017. Several recommendations are being made to the Board related to the information the HR Standing Committee and the Finance and Audit Standing Committee wish to bring to the attention of the Joint Task Force. These reports are included in the May 2017 Board package under agenda items C.2 and E.2.
** This item is a priority included in the UNA List of Priorities
4. UNA Board Meeting Procedures Policy At the April 2017 in-camera session of the UNA Board of Directors, the Directors asked UNA Legal Counsel to draft UNA Board Meeting Procedures that will be adopted as a Board policy. This work will commence shortly.
** This item is a priority included in the UNA List of Priorities
5. Neighbourhood Signage Policy
As directed by the Board at the February 2017 Board meeting, staff is currently developing the scope of the policy. To be enforceable, a comprehensive neighbourhood signage policy would require approval of UBC under the authority given to the UBC in the University Act. That authority could then be delegated to the UNA through a bylaw approved by the Board of Governors. Staff also developed a ‘policy’ for election signage based on the City of Vancouver bylaw. It was approved at the April 9, 2017 Board meeting. The policy was emailed to the four candidates in the Vancouver Point Grey riding who are running for the position of MLA in the May 9 Provincial Election. It is a guideline for candidates to follow as a bylaw would have to be approved by the UBC Board of Governors to be enforceable.
6. Wesbrook Community Centre Café It was always anticipated that the WCC would have a small café to refreshments for community centre patrons. Staff had negotiations with a local retailer while the community centre was under
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construction. However, the retailer has indicated that it no longer wishes to accept the UNA’s offer. UNA staff continues to work with UBC and UBCPT to identify an acceptable retailer. ** This item is a priority included in the UNA List of Priorities
7. Appointments to Volunteer Committees There are several UNA volunteer committees: Children’s Garden (Plant Stewardship), Community Gardens, Multi-Cultural Committee, and Civic Engagement Committee. Each year the UNA puts out a call for volunteers to UNA residents to apply for appointments to these committees. The volunteer committees are a great way for residents to become more involved in the community. A call for volunteers was posted in the March edition of The Campus Resident and in the weekly community announcements. Applications for the Civic Engagement Committee were presented to the UNA Board. The appointments were made for the UNA Community Engagement Committee at the April 11, 2017 UNA Board meeting and all appointees have been notified that they will serve a 2 year term ending in April 2019.
8. Phase 2 – HR Project The project which includes the standardization of staff job descriptions, the hiring process and the development of an Employer Brand is nearing completion was presented to the UNA HR Standing Committee April 27. Clear HR Consulting, the firm who have been assisting the UNA with this project, will make a presentation to the UNA Board of Directors at its May 9 meeting. A report and supporting documents are included in the May 2017 Board package under agenda item C.2.
** This item is a priority included in the UNA List of Priorities
9. Parking Strategy The UNA Board of Directors tasked staff with developing a comprehensive long-term parking strategy for consideration. Staff have started work on this project and will present an outline of the workplan for the Directors to provide their feedback. The outline is included in the May 2017 Board meeting package under agenda item D.3. UNA staff met with UBC Parking Services and are pleased to inform the UNA Board that the jurisdictional confusion on Thunderbird Blvd and East Mall and the resulting unsatisfactory enforcement has been resolved. UBC Parking Services has graciously agreed to change the signage on Thunderbird Blvd and East Mall to reflect UBC standards but the UNA’s regulations. As of May 15, 2017, UBC will enforce the UNA parking regulations on East Mall from Eagles Drive to Thunderbird Blvd, and on Thunderbird Blvd from East Mall to Eagles Drive and from Larkin Lane to West Mall. All residents in Hawthorn Place have been informed and all resident decal and visitor parking permit holders affected have been notified by mail of the changes. There is no cost to the UNA for these changes.
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May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre
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10. Board Training On April 25, 2017, UNA Directors took part in another training session. The Directors received a presentation from Tom Fletcher, of Fletcher and Company, who had been commissioned in 2014 to compare a similarly sized B.C. municipality’s roles and responsibilities with the UNA’s roles and responsibilities. As well as the roles, responsibilities and compensation of the mayors and councilors were compared to the those of UNA Directors. The UNA Finance Manager made a presentation on the assumptions in the 5-Year Financial Plan, and the Development and Operations Manager of the Community Centres presented on Revenue Management.
** This item is a priority included in the UNA List of Priorities
11. Staffing Updates Two UNA managers have left on parental leaves – Serena Hayes, Finance Manager, and Andrew Clements, Community Centre Program Manager. Most of the responsibilities of the Program Manager will be absorbed by Development and Operations Manager until July 1, 2017, and I am pleased to introduce you to Ms. Beanie Bains who will be Interim Finance Manager until April 2018.
May 2017 Board of Directors Meeting Package page 28
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
UNA List of Priorities
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 1
C.1
Date: May 1, 2017
From: Richard Alexander, UNA Chair
The following List of Priorities for 2015 – 2016 was approved by the UNA Board of Directors at its May 12, 2015 meeting and will be reviewed by the Directors monthly as part of each Standing Committee meeting and each Board meeting. It has been amended from time to time to reflect current conditions.
Operations • Childcare in Wesbrook Place (amended from Childcare in East Campus and
Wesbrook Place July 2016) • Electoral Reform • Organizational capacity • Strategic Communications report – review & implement • Volunteer committees: value, contribution & operation • Wesbrook Community Centre: budget & programming • Iona Green Noise Mitigation (amended from Iona Green Play Equipment
Relocation June 2016)
Governance • Access Agreement Review • Neighbours’ Agreement review & amendments • Organizational effectiveness – Watson Inc. report • Organizational capacity – Board code of conduct, ethics & responsibilities • Compliance to the new BC Society Act: UNA Constitution and Bylaws
(added January 2016) • Standing Committee Policies and Procedures (added November 2016)
Finance • Budget: create a 5-year Strategic and Financial plan, including reserve fund
management, with the assistance of UBC to create a financially sustainable operation (amended March 2016)
• Monitor variable property tax rates – from the CoV (amended January 2017)
Staff managed core business
• By-law application • Culture, Recreation and community services • Emergency Preparedness capacity • Public Realm management • Resident & stakeholder engagement
May 2017 Board of Directors Meeting Package page 29
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May 2017 Board of Directors Meeting Package page 30
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
HR Project – Phase 2
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 1
C.2
Date: May 1, 2017
From: Jan Fialkowski, Executive Director
BACKGROUND
In November 2014, Clear HR Consulting was engaged at a cost of up to $15,000 to conduct a
market review of similar jobs or job categories to determine salary ranges offered in the Lower
Mainland and to develop a Compensation Strategy for staff (Attachment 1 are the salary bands for
2017 which represents an approved Cost of Living Adjustment over 2016).
In August 2015, as the work on the salary survey was being completed, the HR Standing Committee asked that
the consultant prepare an Action Plan for future work (Attachment 2).
At the August 15, 2015 meeting of the UNA Board approved the development of an Employer Value Proposition
(EVP) that could be used as part of the UNA’s staff recruiting and retention strategy. The consulting firm was
also asked to assist UNA management in standardizing Job Descriptions and the Hiring Process.
PROJECT UPDATE
UNA Management has been working Clear HR Consulting and we are close to completing the project. The
consulting team met with UNA management staff on 2 occasions to develop and refine the EVP, and all staff
were given the opportunity in person and through email to provide their comments on the EVP.
In addition, UNA management received templates and instructions to assist us in developing standard job
descriptions. These are near completion. Finally, management met with Clear HR Consulting to review our
hiring process, and to review and amend standard hiring templates that include resume analysis, telephone
screening interviews, in person interview questions, reference check templates. Although management used
similar techniques in the past, the standardization of the hiring process will greatly improve the efficiency of
our recruiting.
RECOMMENDATION
Cissy Pau and Annika Lofstrand of Clear HR Consulting attended the HR Standing Committee meeting on April
27 to describe the completion of the project in general and to present their final draft of the EVP (Attachment
May 2017 Board of Directors Meeting Package page 31
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
HR Project – Phase 2
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 2
C.2
3). In order to implement the EVP into any recruiting the UNA does going forward, including the recruiting of
the new Executive Director, the HR Standing Committee is recommending to the Board that it endorse the
consider the Employer Value.
MOTION
MOVED BY , THAT the UNA Board of Directors supports the recommendation of the UNA HR Standing
Committee and endorses the Employer Value Proposition, as developed by UNA staff with the assistance of
Clear HR Consulting, with the objective of incorporating the EVP into the recruiting and retention of UNA
staff.
In addition, the standing committee heard reports from management about the challenges facing the UNA in
recruiting staff because of the low wages offered by the UNA and the high cost of living in the Lower Mainland.
The consultants, who conducted the market survey in 2014, also cautioned the UNA that the approved staff
wage scales are significantly below market for similar positions, and that generally there is hiring challenge
throughout the Lower Mainland as there are more jobs than there are candidates to fill them.
The standing committee recommends that the Board bring this issue to the UNA UBC Joint Financial Task Force
for consideration as current UNA budget challenges cannot support significant wage increases to retain and
recruit qualified and experienced staff.
MOTION
MOVED BY , THAT the UNA Board of Directors supports the recommendation of the HR Standing
Committee to provide both the Employer Value Proposition and the current below-market UNA Salary
Ranges to the UNA UBC Joint Financial Task Force for consideration as the UNA faces significant financial
challenges that impede retaining and recruiting qualified and experienced staff.
May 2017 Board of Directors Meeting Package page 32
Band 1 2 3 4 5difference between Low and Mid for each band level 7,656 9,761 12,445 15,867 20,231difference divided by 4 to create step increases 1,914 2,440 3,111 3,967 5,058
2016 2017
UNA 2017 Approved Salary Bands C2 Attachment 1
May 2017 Board of Directors Meeting Package page 33
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May 2017 Board of Directors Meeting Package page 34
TOP HR PRIORITIES – DRAFT PROJECT PLANS
UNA Clear
HR PRIORITY 1: CREATE COMPENSATION STRATEGY & SYSTEM 1. Conduct total compensation review & research 2. Develop compensation strategy
Completed
Completed
Completed
Completed
PRIORITY 2: LEADERSHIP DEVELOPMENT 1. Identification of Training
• Determine training required by managers by reviewing job descriptions, performance reviews, goals, etc. to determine gaps
• Determine training objectives • Source options for relevant training (e.g. in-house, external, online) • Determine most cost-effective & appropriate training option • If training is to be conducted in-house, develop training materials • Schedule employees for training
2. Training Follow-Up
• Ensure training outcomes get put into practice • Evaluate effectiveness of training
¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨
¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨
PRIORITY 3: DEVELOP STANDARDIZED HIRING PROCESS 1. Update job descriptions
• Review existing job descriptions • Develop template & guidelines for creation of job descriptions • Clarify roles, responsibilities and expectations for current positions • Prepare job descriptions for current key positions
2. Formalize hiring process
• Review existing process and screening tools • Ensure compliance with BC legislation • Develop templates for use in hiring process (i.e. job description, job
posting, resume screening, phone interview, interview & reference check) • Train managers responsible for hiring staff on use of hiring tools
In Progress
Completed
In Progress
Completed
C.2 Attachment 2
May 2017 Board of Directors Meeting Package page 35
UNA Clear HR
3. Establish employer brand
• Gather relevant info developed/used to date • Determine key benefits of working at UNA • Consolidate all information gathered to create concise employee value
proposition (EVP) • Obtain feedback on EVP and refine • Ensure EVP is consistent with existing employee experience • Convert value proposition into an employer brand/story • Incorporate employer brand/story into HR policies and practices
1. Succession Planning • Identify key positions which require succession planning • Develop process for identifying potential successors and high potentials • Implement training plans to coach & mentor successors to take on key
positions in the future • Coach managers on how to delegate tasks and functions
2. Contingency Planning
• Identify critical tasks and functions in all positions • Determine who will perform critical tasks and functions in the event of the
unexpected absence/departure of position holder • Develop procedures to document “how-to’s” for each position • Cross-train alternate employees to perform critical functions • Develop action plans if the event of extended unexpected absences
3. Clarify organizational structure
• Review company organizational structure and roles • Clarify organizational structure and relationships • Clarify roles and responsibilities for key positions • Develop future organizational structure to accommodate anticipated
growth • Identify gaps to be filled addressed to meet future needs • Develop succession & development plans for employees who will fill gaps
¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨
¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨ ¨
¨ ¨ ¨ ¨ ¨ ¨
C.2 Attachment 2
May 2017 Board of Directors Meeting Package page 36
UNA HR PROJECTS UPDATE
April 24, 2017 PROJECT 1 – EMPLOYEE VALUE PROPOSITION / EMPLOYER BRAND Purpose Throughout the years, numerous ad hoc employee messages have been developed and used to attract and retain UNA employees. Unfortunately, there has been no unifying message to define why UNA is a great place to work and what makes UNA unique as an employer. Attention has been more focused on what type of service provider the UNA should be to its residents. The company offers many advantages and opportunities to its staff. However, the employer brand and employee value proposition (“EVP”) are not clear. This, in turn, makes it difficult to attract talent, especially when the competition for skilled talent is fierce. Clear HR Consulting’s task was to consolidate all the information available on what employees think about working at UNA and how UNA is, and wants, to be represented as an employer, in order to define the EVP. Having a clearly articulated EVP will help to:
• Improve attraction and retention of employees
• Develop a consistent external message that can be used attract employees from different and varied sources
• Provide a framework to align HR programs, benefits and employee initiatives
• Ensure alignment between external employer branding message and on-the-job reality
• Define the unique, authentic, genuine message of what makes UNA a great place to work
• Focus energy towards the positives of working for the UNA, while acknowledging the
limitations. Timeline
• June 2016 – Clear HR contracted by UNA to clarify its EVP and employer brand.
• July 2016 – Meeting with management team to discuss the advantages and disadvantages of working at the UNA; information was gathered regarding the UNA’s tacit values and beliefs, the reasons why employees enjoy working at the UNA, and the reasons why employees leave the UNA.
C.2 Attachment 3
May 2017 Board of Directors Meeting Package page 37
Page 2 of 3
• September 2016 – Obtained feedback from HR Standing Committee on the management team comments
• November 2016 – Developed draft employer brand; provided to management team for feedback
• March 2017 – Held staff meeting with all UNA employees to discuss employer brand and to get their feedback
Employer Brand Based on all the feedback from staff, management and the HR Standing Committee, we developed 3 pillars for the UNA employer brand: You, Your Team, Your Community. We summarized the feedback into the UNA being a great place to work because you can:
1. Grow your career 2. Collaborate with an amazing, inspired team 3. See the changes that you inspire in the community
The following summarizes the proposed UNA employer brand:
You Your Team Your Community
Headline Grow you career Collaborate with an amazing, inspired team
See the changes that you inspire
Key Messages
• Opportunity to build your career
• Flexibility to create the job you want
• Be recognized for your innate strengths, skills, talents and interests
• Build personal connections • Have the freedom to
explore ideas and make things better
• Take a leadership role within your position
• Become better & stronger by working with a great team
• Value and learn from each other
• Problem solve together • You have the support of your
colleagues – you can ask for what you need
• Leave a legacy you can be proud of
• Enjoy the opportunity to build a community from the ground up
• Take pride in enhancing quality of life of staff, guests, residents
• See how your role and contributions add value to the community
• Build relationships by putting the needs of others first
Next Steps
• Begin incorporating employer brand message into all HR activities (e.g. website, hiring activities, job descriptions, performance reviews)
• Capture employee stories that support each segment of the EVP and convey those stories to jobseekers
C.2 Attachment 3
May 2017 Board of Directors Meeting Package page 38
Page 3 of 3
PROJECT 2 – JOB DESCRIPTIONS & HIRING TOOLS Purpose As part of the UNA’s commitment to improving human resources practices, updating job descriptions and developing consistent hiring tools were identified as high priority items for the UNA. Job descriptions are an essential step in the hiring process and set the stage for hiring, training, compensation, performance reviews, promotions and career progression. Establishing an effective hiring process will allow for a consistent candidate experience and will ensure an objective, unbiased approach to filling vacancies. Both will also help to enhance the employer brand and will allow for better attraction and retention of skilled staff. Timeline June 2016 – Start updating job descriptions September 2016 – Communicated Executive Director job description to HR Standing Committee and the Board to obtain feedback October 2016 – Drafted job descriptions for direct reports to Executive Director and Managers (people leaders) January/February 2017 – Finalize edits to job descriptions for direct reports to the Executive Director March 2017 – Create guide for editing/creating job descriptions for direct reports to Executive Director April 2016 – Review hiring tools and templates with the management team so tools can be customized, branded and a consistent hiring process put in place Next Steps April 2016 – Customize hiring tools for UNA May 2016 – Managers to draft job descriptions for direct reports and start to use the hiring tools
C.2 Attachment 3
May 2017 Board of Directors Meeting Package page 39
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May 2017 Board of Directors Meeting Package page 40
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
UNA By-Laws
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 1
C.3
Date: May 1, 2017
From: Richard Alexander, UNA Chair
BACKGROUND
The UNA Board of Directors approved a project to amend the UNA’s By-laws to comply with the new B.C. Societies Act in July 2016. In February 2017, the draft bylaws were presented to the UNA membership in an on-line consultation for comments. The Board received a small number of comments but these suggested more substantive changes which had never been part of the scope of the project.
In February 2017, the UNA Board agreed to postpone the Special General Meeting scheduled for April 6 to engage and communicate more with UNA residents and residents.
MOVED BY Richard Alexander, THAT the UNA Board of Directors agree to delay the Special General Meeting scheduled for April 2017, and request staff to develop an engagement and communication plan to engage with residents and members more fully on the draft By-laws. CARRIED UNANIMOUSLY
RECOMMENDATION
At the April 11, 2017 in-camera meeting of the UNA Board of Directors, a decision was made by the Directors to undertake a more comprehensive review of the UNA By-laws in response to the substantive changes proposed. The Directors agreed to establish a UNA Governance and By-law Review Committee that would consider the substantive changes proposed, and to bring recommendations back to the Board that would guide the Directors.
Directors Ying Zhou and Carole Jolly were tasked with drafting a Terms of Reference for the Board’s consideration (attached). It is recommended that the Directors review the Terms of Reference with the objective of having acceptable Terms of Reference in order to establish the committee and begin the substantive bylaw review.
MOTION
MOVED BY , THAT the UNA Board of Directors accept and approve the Terms of Reference for the UNA Governance and By-law Review Committee.
May 2017 Board of Directors Meeting Package page 41
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May 2017 Board of Directors Meeting Package page 42
1
Terms of Reference UNA Governance and Bylaw Review Committee May 2017
1. Purpose
The UNA Board Governance and Bylaw Review Committee is a subcommittee under the UNA Board of Directors. The Committee’s purpose is to consider reforms to the governance of the UNA Board, with a specific focus on substantive changes to the proposed draft UNA by-laws. The Committee will make recommendations to the UNA Board of Directors, taking into consideration public comments received through the draft bylaw consultation process. 2. Composition
The UNA Board Governance and Bylaw Review Committee will consist of no more than 6 voting members, and will include:
a) One or more UNA Board Resident Directors; b) One UBC-appointed UNA Board Director; c) Maximum two UNA members (selected by the UNA Board); d) One non-appointee UBC staff person; e) One or more UNA Staff members, whom shall be non-voting; f) UNA Communications Consultant, whom shall be non-voting and participate in an advisory role; g) UNA Legal Counsel (as needed), whom shall be non-voting and participate in an advisory role.
3. Appointment
a) All voting members of the Committee, other than the UBC employee, shall be appointed by
resolution of the UNA Board. b) The UBC staff person shall be appointed by UBC Campus and Community Planning. c) The UNA Executive Director will participate in the committee as one of the UNA staff members.
4. Chair
The Committee will be chaired by a UNA Resident Director, appointed through majority resolution of the UNA Board of Directors.
5. Scope
a) Review substantive comments received from the UNA membership during the February 2017
consultation on the draft revised bylaws. b) Consider substantive changes to the UNA bylaws to address comments received from the UNA
membership during the February 2017 consultation.
C.3 Attachment
May 2017 Board of Directors Meeting Package page 43
2
c) Carry out such additional tasks as may be assigned by the UNA Board. 6. Procedures and Operations
Reporting The Committee will provide monthly updates to the UNA Board. At the termination of its deliberations, the Committee will submit a report to the UNA Board either recommending substantive changes to the UNA bylaws or recommending that no substantive changes be made. The report shall include the Committee’s rationale for its recommendations and any other information the Committee thinks might assist the UNA Board in determining whether to accept the recommendations. Decision Making The Board will then make final decisions on the draft bylaws to put to the UNA membership for approval at an annual general meeting or special general meeting. In making recommendations to the UNA Board, the Committee will make best efforts to reach consensus. If consensus is not possible, the Committee will report its differing positions to the UNA Board of Directors.
Conflict with Neighbours’ Agreement 2015 Certain substantive changes to the UNA bylaws that may be considered by the Committee could contravene the Neighbours’ Agreement 2015 between UBC and the UNA. In this case, the UBC employee member of the Committee will so advise the Committee and will keep the Committee informed of the steps, if any, being taken to seek the UBC Board of Governors’ approval for amendments to the Neighbours’ Agreement 2015 to eliminate the potential conflict. Meeting Schedule The Committee will begin meeting in May 2017, and monthly thereafter through to September 2017. The Committee may meet more often if needed, at the Chair’s discretion. The Committee will aim to make final recommendations to the September 2017 UNA Board meeting. If recommendations are not finalized by this time, the UNA Board will consider an extension to the Committee timeline.
Agenda UNA staff will distribute the agenda, meeting date, location, and time for each committee meeting in advance and will document action items and progress of each meeting. Any documents or reports for discussion at the meeting will be circulated to the Committee in advance of the meeting.
Sensitive and Confidential Information Members of the committee shall be included in and have access to private and sensitive discussions and materials. Committee members are required to uphold confidentiality where required and may not disclose information they are privy to without explicit consent of the Committee and/or the UNA Board, except when required by law.
C.3 Attachment
May 2017 Board of Directors Meeting Package page 44
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
2017 UNA Elections:Resident Directors
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 1
C.4
Date: May 4, 2017
From: Laura Cottle, Secretary and Chair of the Governance Standing Committee
Preamble
The following brief report was put together using UNA election-related documents that have come to the Board over the past year. Appendix A contains a table listing all the relevant documents. Text written in italics in this report was taken directly from these documents [source in square brackets].
Report
In 2015, the UNA undertook a review of its election procedures via an Elections Advisory Committee made up of UNA non-Board members. The review included (among other things) a focused examination of voting methods with an intention to move closer to a model envisioned under the B.C. Local Government Act that included discussion of sealed security envelopes, online voting, and poll station voting. [July C.3].
In the 2015 election, an “Enhanced Status-Quo” option using several security envelopes and signed declarations was used. However, in their final report, the committee recommended the adoption of “Option B” – a plan to use a municipal best practice of general voting at precinct polling places – to replace the existing mail-in and AGM voting methods. [July C.3]. Actual expenses were $19,900 for this election [Dec.C.4.1-Election Expenses]
As a result of the above recommendation, the 2016 UNA Election implemented significant changes in the electoral process including in-person voting that used an electronic poll book system. Unfortunately, the net result was the lowest voter turnout since 2002 and the most expensive election to date: $29,529 [Dec.C.4.1-Election Expenses].
The 2016 Elections Report [Dec.C.4, by Tanner Boker] sets forth a number of recommendations:
• Re-evaluate the voting method used for the 2017 election • Re-evaluate communications methods to residents. • Conduct a Residents Experience Survey • Re-strike an Elections Review Committee to evaluate the structure of UNA Elections • Remove UNA staff from the elections process • Plan a more significant events calendar
It would be very useful to re-strike the Elections Review Committee to more closely examine the recommendations regarding overall election procedures. At a minimum, given apparent barrier and large expense of the voting procedure used in 2016, and given the success of the 2015 elections, the voting procedure for the 2017 UNA election should return to the simpler method of Enhanced Status-Quo used in 2015. This method is supported by our current Bylaws.
May 2017 Board of Directors Meeting Package page 45
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
2017 UNA Elections:Resident Directors
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 2
C.4
WHEREAS
1. UNA Bylaw 3.3 requires that a ballot for the election of Directors accompany the notice of the UNA’s annual general meeting.
2. UNA Bylaw 12.1 provides that a notice may be given to a member either personally or by mail.
3. UNA Bylaw 4.25 permits a member to cast a ballot for the election of Directors in any of three ways: (a) by mailing the ballot to the UNA; (b) by delivering the ballot to the UNA in some other way; or (c) by casting the ballot at the annual general meeting.
MOVED BY , THAT the September 2017 election of Directors to the UNA Board be conducted in accordance with the procedure that was followed for the September 2015 election (“Enhanced Status-Quo”).
Appendix A
Board Meeting (Agenda & Minutes
Board Package and Meeting Minute items that are applicable to Board Election Procedures
May 10, 2016 B.1. List of UNA Priorities
ACTION: Director Andrew Parr to look at the elections of September 2015 and to provide advice for the coming elections in 2016
June 14, 2016 B.1. List of UNA Priorities
ACTION: Director Andrew Parr and staff to review Elections Advisory Committee Report.
July 12, 2016 C.3 2016 AGM and Elections Timeline and Regulations, JFialkowski (on agenda)
C.3 (in package) UNA General Elections 2016 – Report & Recommendations (17 pg report by Tanner Boker, Special Projects Officer)
C.3. (meeting minutes) 2016 AGM and Elections Timeline and Regulations
4 motions:
• Accept report & direct staff to implement for Sept. AGM • Approve appointment of Independent Electoral Committee (IEC) chaired by
the Chief Returning Officer (CRO) • Adopt Appendix A with amendments • Revise spending limit per candidate
May 2017 Board of Directors Meeting Package page 46
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
2017 UNA Elections:Resident Directors
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 3
C.4
Board Meeting (Agenda & Minutes
Board Package and Meeting Minute items that are applicable to Board Election Procedures
Sept.13, 2016 C.1. Appointments to the Elections Advisory Committee and the Governance Compliance Advisory Committee, JFialkowski (on table) -- Report tabled to October 2016 Board Meeting
E.1. ED Report (in package)
5. 2016 UNA Elections Four candidates have been nominated to stand for the three elected Director positions that will be filled at the 2016 UNA Elections on September 28. … A more detailed report on the elections is included in the September 13, 2016 Board of Directors meeting package under agenda item F.2.
F.2. Elections 2016 Update (p.51 in meeting package)
Oct.11, 2016 E.1. ED Report (in package)
2. 2016 UNA Elections UNA elections took place on September 28 with an advance poll occurring on September 21. The three successful candidates are returning Director Richard Alexander and new Directors Rose Wang and Raymundo Escalona. A more detailed report on the elections is included in the October 11, 2016 Board of Directors meeting package under agenda item B.2
(Detailed Report NOT in B.2)
E. REPORTS 1. Executive Director (meeting minutes)
Report received with thanks to the volunteers and staff who worked on the 2016 UNA Elections. ACTION: Staff to bring a comparison of the 2015 and 2016 election costs.
Feb.14, 2017 D.1. Provincial Elections Policy and Procedures for discussion, J. Fialkowski
4. GUIDE FOR CANDIDATES 2016 UNA ELECTION INFORMATION, POLICIES AND PROCEDURES (package p.57-61)
May 2017 Board of Directors Meeting Package page 48
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
Designated Building Agreement - Central
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 1
D.1
Date: May 1, 2017
From: Jan Fialkowski, Executive Director
BACKGROUND
At the April 28, 2015 meeting of the UNA Operations and Sustainability Standing Committee, UBC C+CP proposed to the Directors that residents who will live in university housing (only available to UBC staff, faculty, students) in the UBlvd precinct would become members of the UNA (Attachment 1), as the UNA had always anticipated representing all residents on campus that were not living in student academic housing. Although the precinct would not be a UNA neighbourhood, residents would enjoy the benefits of membership and the services provided by the UNA. In recognition of the cost of providing services, UBC would remit all services levies collected from these residential buildings to the UNA. UBC would provide all municipal services in the precinct.
At the May 2015 meeting of the Board of Directors, the Directors accepted UBC’s proposal and agreed that any residents living in university housing on University Blvd. would be accepted as UNA members if the residents applied for membership.
MOVED BY Tanner Bokor, THAT the UNA Board of Directors agrees with the recommendation of the Operations and Sustainability Standing Committee to support the proposal from UBC that residents who will live in the University Boulevard precinct will be eligible for UNA membership, and recreational and cultural services by the UNA; and it is understood that:
a. All Neighbourhood Levies collected from the residential buildings will be remitted to the UNA as part of the annual Neighours’ Levy;
b. UBC will provide the municipal services to the neighbourhood at no cost to the UNA. The Governance Standing Committee will review the details. CARRIED with 1 abstention Carole Jolly
RECOMMENDATION
The first residential building in the UBlvd precinct – Central - will open in June 2017. As contemplated in the Neighbours’ Agreement 2015, Schedule ‘H’, the UNA would enter into a Designated Building Agreement (Attachment 2) with UBC for each building on University Blvd, whose residents would be eligible for UNA membership and enjoy UNA services.
Staff has reviewed the attached Agreement and the appropriate sections in the Neighbours’ Agreement 2015 and recommend that the Board of Directors execute the Designated Building Agreement for Central.
May 2017 Board of Directors Meeting Package page 49
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
Designated Building Agreement - Central
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 2
D.1
MOTION
MOVED BY , THAT the UNA Board of Directors will enter into a Designated Building Agreement with UBC for the first university housing building on University Blvd – Central – as contemplated in the Neighbours’ Agreement 2015.
May 2017 Board of Directors Meeting Package page 50
University Boulevard ResidentRepresentation
UNA Standing Committee on Operations and SustainabilityApril 28, 2015Chris Fay, UBC Campus + Community Planning
Purpose and Principles
• Follow up from previous UNA Board presentations• Discuss UNA’s role in University Boulevard resident
representation
• Detail next steps
• Principles:
Recognize UNA’s role in representing campus residents
Provide residents access to community services
Ensure consistent approach to academic lands
University Boulevard Precinct Planning
• 4 residential projects
Site B (2016)
D.H. Copp (2020)
Site D (TBD)
GSAB (South) (TBD)
Resident Representation
• Neighbourhoodbuildings in academic area
• Residents to be UNA members
• UNA to receive Neighbours Levy funds
• UBC responsible for municipal services
D.1 Attachment 1
May 2017 Board of Directors Meeting Package page 51
Next Steps
• University Boulevard Neighbourhood Plan update is ongoing
• Report to June 2015 UBC Board of Governors
• With UNA’s support, include University Boulevard through Neighbours Agreement updates
• First building (Site B) ready in late 2016
Thank You
Chris Fay
Policy Analyst, Campus + Community Planning, University of British Columbia
May 2017 Board of Directors Meeting Package page 52
SCHEDULE “H” – APPENDIX-1
DB AGREEMENT - CENTRAL, UNIVERSITY BOULEVARD
BETWEEN:
THE UNIVERSITY OF BRITISH COLUMBIA, a corporation
continued under the University Act of British Columbia (“UBC”)
AND:
UNIVERSITY NEIGHBOURHOODS ASSOCIATION, a society
incorporated under the Societies Act (“UNA”)
SCOPE OF THE AGREEMENT:
UBC and the UNA are parties to an agreement, entitled the Neighbours Agreement 2015.
Pursuant to Section 3.7 of the Neighbours Agreement 2015, UBC and the UNA have agreed that
Central, located on University Boulevard within the lease boundary that sits on District Lot 3044
Group 1 NWD shown on Reference Plan EPP534055, is a Designated Building. As a Designated
Building, UBC and the UNA agree with each other as follows:
1. The residents of Central are deemed to be Residents as defined in the Neighbours
Agreement, and will be eligible for UNA membership.
2. UBC will provide the Neighbourhood Levy collected (both residential and commercial) in
respect of Central to the UNA.
3. UBC will provide the Municipal-like Services, as described in the Neighbours Agreement, to
Central.
4. The UNA will ensure Residents of Central have access to UNA Facilities and Amenities on
the same terms as other Residents.
5. Central does not contain any UNA Amenities or Facilities.
6. Recognizing that UBC has existing policies and procedures in place to address issues
described under section 5.5 of the Neighbours Agreement, no rules adopted pursuant to
section 5.5 apply to Central or its Residents, provided the Residents are outside of
Neighbourhood Housing Areas.
INTENDING TO BE LEGALLY BOUND, the parties have executed this Agreement.
THE UNIVERSITY OF BRITISH
COLUMBIA by its authorized signatories:
)
)
)
UNIVERSITY NEIGHBOURHOODS
ASSOCIATION by its authorized
signatories:
)
)
)
)
)
Authorized Signatory )
)
)
Authorized Signatory )
)
)
Authorized Signatory ) Authorized Signatory )
Date:
D.1 Attachment 2
May 2017 Board of Directors Meeting Package page 53
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May 2017 Board of Directors Meeting Package page 54
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
UNA Staff Child Care Proposal
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 1
D.2
Date: May 1, 2017
From: Jan Fialkowski, Executive Director
BACKGROUND
In June 2016, the UNA opened its first child care centre at Vista Point, operated by the YMCA. There are 24
spaces available for children age 3 to 5, and currently 22 children enrolled. The Wesbrook Community Centre
Childcare Centre is expected to open in February 2019 with 56 spaces available for infants, toddlers and 3 to 5
year olds. In the future, the UNA will be responsible for managing more child care spaces within the
neighbourhoods.
RECOMMENDATION
Availability of childcare can be used as a UNA recruitment strategy to assist in attracting and retaining
employees in key positions and in reducing turnover. This is a strategy used in many organizations, including
UBC.
Staff recommends that the UNA Board consider the proposed Childcare Policy (see attachment) that will give
UNA non-resident, full-time staff an opportunity to access child care at UNA-managed childcare facilities.
Eligible UNA staff would become the second priority for child care after residents with no affiliation to UBC.
UNA staff that are also UNA residents would continue to be in the first priority category:
• 1st priority – UNA residents not affiliated with UBC
• 2nd priority – UNA staff
• 3rd priority – UNA residents affiliated with UBC
• 4th priority – Non-residents affiliated with UBC
• 5th priority – General public
The fees charged to UNA employees will be the same as the fees charged to the general public; no preferential
fee structure is proposed.
This proposal envisions that no more than 5% of child care spaces would be available to UNA non-resident, full-
time staff in any calendar year - VP 24 + WCC 56 = 80 child care spaces x 5% = 4 available.
May 2017 Board of Directors Meeting Package page 55
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
UNA Staff Child Care Proposal
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 2
D.2
At the April 27, 2017 HR Standing Committee meeting, a similar proposal with a higher proportion of available
spaces was presented to the HR Standing Committee. The Directors expressed concerns that UNA non-UBC-
affiliated residents would be displaced if staff were given child care opportunities. However, the Directors
indicated that they would support a Board discussion if the proposal was amended to ensure that no UNA non-
affiliated residents would be displaced by staff.
MOVED BY Michael Shakespeare, THAT the HR Standing Committee supports bringing a recommendation to the UNA Board of Directors to consider a policy to give UNA full-time, non-resident staff the opportunity to apply for UNA-managed child care so long as staff applications do not displace UNA non-affiliated residents as the first priority when assigning placements; the standing committee would not oppose the consideration of staff-reserved child care spots. CARRIED UNANIMOUSLY
The HR Standing Committee has not reviewed the proposal attached.
MOTION MOVED BY , THAT the UNA Board of Directors DOES / DOES NOT support the proposed UNA staff child care proposal as presented.
May 2017 Board of Directors Meeting Package page 56
ChildcarePolicy #02-6 1
CORPORATE POLICY
SUBJECT: CHILDCARE CATEGORY: HUMAN RESOURCES POLICY #: 02-6
PURPOSE
The purposes of this policy are to:
1. Provide childcare solutions to UNA non-resident, full-time employees, who are not otherwise eligible for UNA managed childcare.
2. Maintain a high level of employee satisfaction and morale. 3. Attract and retain employees in key positions and reduce turnover.
SCOPE
This policy applies to all UNA non-resident, full-time employees.
POLICY STATEMENT
The University Neighbourhoods Association (UNA) is committed to providing childcare solutions to our employees at childcare facilities operated on UNA premises. There are currently 24 spaces for children 3 to 5 years of age at the Vista Point Childcare Centre, and a planned 56 additional spaces for infants, toddlers, and 3 to 5 year olds at the Wesbrook Community Centre Childcare Centre, which is expected to open in February 2019. Childcare spaces for UNA employees could be used as a recruitment strategy to assist in attracting and retaining employees, and to reduce turnover. Never more than a maximum of 5% of UNA managed childcare spaces shall be made available for UNA non-resident full-time employees in any calendar year. The cost of childcare for UNA employees will be the same as the cost for the general public. Spaces would be made available based on the following priority:
• 1st priority – UNA residents not affiliated with UBC • 2nd priority – UNA non-resident, full-time staff to a maximum of 5% of UNA childcare spaces • 3rd priority – UNA residents affiliated with UBC • 4th priority – Non-residents affiliated with UBC • 5th priority – General public
RELATED POLICIES:
N/A APPROVAL HISTORY
ISSUED BY: APPROVED BY: DATE:
D.2 Attachment
May 2017 Board of Directors Meeting Package page 57
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May 2017 Board of Directors Meeting Package page 58
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
UNA Parking Strategy Update
May 09, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 1
D.3
Date: May 9, 2017
From: Wegland Sit, Sustainability Manager
Background
When UBC sub-divided its surplus lands for development, the neighborhood roads were transferred to the Ministry of Transportation and Infrastructure (MoTI) in order to fulfil the requirement for public access.
MoTI is responsible for planning transportation networks (Highways), to provide transportation services and infrastructure, and to develop and implement transportation policies. MoTI regulations are rather restrictive when it comes to on-street parking management. MoTI does not have the authority to ticket or fine violators, and only has the authority to tow on the first offence. None of the typical municipal parking procedures and policies are part of MoTI’s regulations.
An interim parking strategy, developed in conjunction with MoTI, was first introduced in 2012 to provide management, enforcement and invigilation of on-street parking in the UNA neighbourhoods. This strategy has been in practice throughout UNA neighbourhoods since that time.
Road ownership in UNA is a work in progress – UBC and The Province
UBC Campus and Community Planning (C+CP) has been in discussion with the Province to return the road jurisdiction to UBC. Discussion between UBC and the Province has been ongoing for several years. UBC C+CP recently indicated there has been significant progress that may see a resolution as early as 2018.
Therefore, the UNA parking strategic should consider the possible change in road jurisdiction as it is developed.
1. Scenario A – Road ownership stays as the status quo: roads continue to be under the jurisdiction of MoTI. 2. Scenario B – Road jurisdiction returns to UBC.
May 2017 Board of Directors Meeting Package page 59
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
UNA Parking Strategy Update
May 09, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 2
D.3
UNA On-Street Parking Management Strategy – Working Principles
The following are working principles to be used as guidelines when considering UNA on-street parking management principles. They can be updated and changed as needed. These principles outline the UNA’s commitments, provide long-term strategic direction, and serve as the guiding principles for UNA on-street parking management:
1. To promote sustainability and alternative transportation mode. 2. To provide neighbourhoods residents, guests and visitors, an opportunity to park their vehicles in UNA
neighbourhoods. 3. To achieve consistency across all neighbourhoods. 4. To ensure long-term financially sustainability. 5. To standardize parking policies and procedures.
What’s next?
Scenario A – No change in road jurisdiction – MoTI continues to have authority over the roads in the UNA
Under this scenario, UNA parking policies and regulations would continue to follow MoTI’s mandate and requirements. By September 2017, the 1st draft of the UNA Parking Strategy and Principles will be presented the UNA Board of Directors for review. This first draft will also outline a comprehensive communication and engagement plan with UNA residents.
The objective of this communication and engagement plan ensures that our proposed parking strategy is as inclusive and as transparent as possible to all residents. This plan recognizes the importance to meet with and listen to residents from all 5 UNA neighbourhoods.
Proposed Communication Plan and Timeline for the UNA Parking Strategy and Principles:
Summer 2017
• Meetings with residents and strata corporations in each neigbourhood to understand their parking needs and concerns.
• Information collected from these meetings will be incorporated into the first draft of the UNA Parking Strategy and Principles.
September 2017
• First draft of the UNA Parking Strategy and Principles will be presented to the UNA Board of Directors.
May 2017 Board of Directors Meeting Package page 60
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
UNA Parking Strategy Update
May 09, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 3
D.3
*The following timeline assumes this First draft would be approved by the Board in September 2017.
October 2017
• The UNA will host a number of Public Open Houses and Information Sessions. • The UNA will provide sufficient public consultation and online survey opportunities for those that cannot
attend meetings. • Fine tuning the UNA Parking Strategy will take into account all of the information gathered from open
houses, information sessions, public consultation, and online survey results.
November – December 2017
• Presenting a revised version of the UNA Parking Strategy and UNA Parking Principles to the UNA Board of Directors.
• UNA will host an open forum in each neighbourhood, and discussions will be professionally facilitated. • Facilitators will combine all feedback and comments into a final report and present recommendations to
the Board. • The UNA will incorporate the findings of this report when revising UNA Parking Strategy and Principles.
Scenario B – Road jurisdiction returns to UBC
Under this scenario, UBC can delegate on-street parking responsibilities to the UNA. The UNA will develop a UNA street and traffic by-law for control, management, maintenance, use, enforcement in UNA neighbourhoods. The UBC Board of Governors approval will be required.
Under Scenario B, the UNA could have the option to contract for services with UBC Parking Services to provide local traffic enforcement and invigilation. The UNA also have the ability to issue tickets and install parking meters. When and if road jurisdiction returns to UBC, it would provide the much needed flexibility and additional capacity for a more effective on-street parking management operations.
Developing and drafting of the UNA Street and Traffic By-law will follow the same principal and road map that is outlined in Scenario A’s “Proposed Communication Plan and Timeline for the UNA Parking Strategy and Principals”, and would follow the obligations set out in the Neighbours’ Agreement in 2015.
The objective of this communication plan will be to ensure our proposed street and traffic bylaw is as inclusive and as transparent as possible to all residents.
May 2017 Board of Directors Meeting Package page 61
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May 2017 Board of Directors Meeting Package page 62
University Neighbourhoods Association BOARD OF DIRECTORS MEETING Monthly Financial Statement
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May 9, 2017 5:00 pm – 7:00 pm at Wesbrook Community Centre
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E.1
BUDGET Actual Actual Preliminary DRAFT YTD YTD2016-17 Jan-17 Feb-17 Mar-17 2016-17 % Budget
REVENUE
NEIGHBOURS LEVY & RESERVES (ADMINISTERED BY UBC)Neighbours Levy 3,441,648$ 286,804$ 286,804$ 286,804$ 3,441,648$ 100.00%
Transfers from ReservesInfrastructure Replacement Reserve -$ -$ -$ -$ -$
University Neighbourhoods Association (UNA)Operating Budget 2016-17
April 1, 2016 to March 31, 2017
May 2017 Board of Directors Meeting Package page 63
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University Neighbourhoods Association BOARD OF DIRECTORS MEETING
Access Reserve Proposal
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 1
E.2
Date: May 3, 2017
From: Jan Fialkowski, Executive Director
BACKGROUND The UNA Access Reserve was established with a one-time contribution of $1 Million by UBC, and will have a balance of approximately $475,000 at the end of the 2017/18 fiscal year. The reserve was established to pay for operating costs of the UBC athletics facilities to which the UNA has obtained access in accordance with schedule “F” of the Neighbours’ Agreement. Contributions will only be drawn upon to the extent that the annual contributions agreed upon in schedule “F” exceed 15% of the Neighbours’ Levy collected by UBC in respect of that year. In 2016 the UNA Board approved a proposal by UBC to reduce costs in response to the fire services fees charged by the Province. This cost reduction strategy included a reduction in the Access Fees charged to the UNA for use of the athletics facilities as described in schedule “F”. Under the new agreement, the Access Fees will be equal to 7.5% of the Neighbours’ Levy collected by UBC in respect of that year. This means that the UNA Access Reserve cannot be used during the term of the Fire Services Agreement (5 years). The indirect consequence of this agreement impacts the UNA budget and reduces the effect of UBC’s contribution to the fire services costs. RECOMMENDATION Staff recommends that the UNA Board of Directors bring a proposal to the UNA/UBC Joint Financial Task Force with respect to this reserve. It is recommended that the balance in the Access Reserve be transferred to the Rate Stabilization Reserve, and that the Access Reserve be closed. Given that a deficit is projected in the 2018/19 Operating Budget that will not be covered by the balance in the Rate Stabilization Reserve, the additional funds made available from the Access Reserve will possibly allow for a balanced budget. This solution will assist in solving the UNA’s short term needs as a result of a budget shortfall. MOTION MOVED BY , THAT the UNA Board of Directors supports the recommendation to propose to the UNA/UBC Joint Financial Task Force to transfer the balance of the Access Reserve (approx. $475,000) to the Rate Stabilization Reserve and close the Access Reserve.
May 2017 Board of Directors Meeting Package page 65
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May 2017 Board of Directors Meeting Package page 66
University Neighbourhoods Association BOARD OF DIRECTORS MEETING
Year End Audit – Fiscal 2015/2016
May 9, 2017 5:00 pm – 7:00 pm at the Wesbrook Community Centre Page 1
E.3
Date: May 3, 2017
From: Beanie Bains, Interim Finance Manager
BACKGROUND
The annual audit for 2016-2017 process has started. The year-end date is March 31st and the working papers from UNA have been provided to Johnsen Archer LLP, the UNA approved Auditors. The Auditor will be attending the UNA office from Wednesday May 3 – Friday May 5, 2017 for inspection of documents and UNA processes.
At the June 4, 2015 the Standing Committee on Finance and Audit recommended to the Board of Directors the following motion that was approved by the Board of Directors on June 9, 2015:
MOVED BY Ying Zhou, THAT the UNA Finance and Audit Standing Committee recommends that the UNA Board of Directors engage Johnsen Archer, LLP to perform the UNA financial audits at the cost of $9770 in 2016 and $9870 in 2017.
SUMMARY
Each year staff reviews all income and expenses for accuracy and detail. The objective is to present the Standing Committee on Finance and Audit with a draft audited statement by July 2017.
It is anticipated that the Committee will be in a position to submit for approval the draft 2016-17 Audited Financial Statement to the July Board of Directors meeting.
May 2017 Board of Directors Meeting Package page 67
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Performance Report Period 4: Jan 2016–Mar 2017 202-5923 Berton Ave. | Vancouver BC | V6S 0B3
www.myuna.ca | t. 604.827.5158 | f. 604.827.5375
TOP 3 BOARD APPROVED PROJECTS
• Neighbours Agreement Review and Amendments
• 5 Year Financial Plan
• Wesbrook Community Centre Child Care facility
STATUS UPDATE
• UNA and UBC Staff reviewing and updating Schedule D
for approval by the UNA Board.
• 2017—2018 Operating Budget approved
• Project Charter approved; Steering Committee in place
TOP 3 EMERGING ISSUES
• Organizational Financial Stability
• Fire Protection Costs
• Parking in Hawthorn Place, east
STATUS UPDATE
• Staff analyzing community centre programming to de-
termine costs and potential revenue.
• Board writing to CSCD Minister asking for clarification
on General Rural Tax use
• Staff preparing a long-term strategic parking plan for
Board consideration
Total budget: $4.8 million | Total staff numbers: 25 FTE
2015/2016 PRIORITIES
Neighbours Agreement review & amendments including Access Agreement
To provide municipal-like services to the five UBC neighbourhoods
F. 1
May 2017 Board of Directors Meeting Package page 69
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University Neighbourhoods Association BOARD OF DIRECTORS MEETING 2016 Green Depot Update
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May 9, 2017 5:00 – 7:00 pm at the Wesbrook Community Centre
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F.2
Date: May 4, 2017
From: Wegland Sit, Sustainability Manager
For Information BACKGROUND UNA residents demand a convenient and permanent solution when it comes to E-waste and plastic recycling.
The closest fully serviced recycling depot is located on SW Marine Drive, a 20 minute drive from the UNA.
Pacific Mobile Depot (PMD) is an alternative solution and closer to home (Lord Byng Secondary School) for UNA
residents. Unfortunately, PMD only services once a month and UNA residents need to pay every time to use
their services.
Located in the Wesbrook Community Centre, the UNA Green Depot’s goal is to provide a free, one-stop
recycling solution for most day-to-day household items, within a short walking distance for UNA residents.
UNA Green Depot General Information
The UNA Green Depot is a staffed, self-serve public facility where UNA residents can bring their e-waste, soft
plastics waste and other acceptable household items to recycle or dispose responsibly.
Green Depot annual operating cost: $2,200.00
Updates:
Hours of operation:
Initially Green Depot was only open 2 days per week; we have expanded the depot’s business hours to 5 days
per week with the enthusiastic support of our volunteers.
• Monday 3:30pm -5pm
• Tuesday 3:30pm – 5pm
• Wednesday 1:30pm -5pm
• Saturday 10am – 4pm
• Sunday 10am – 3pm
May 2017 Board of Directors Meeting Package page 71
University Neighbourhoods Association BOARD OF DIRECTORS MEETING 2016 Green Depot Update
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May 9, 2017 5:00 – 7:00 pm at the Wesbrook Community Centre
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F.2
Here are some key Green Depot statistics since March 2016:
• Received and recycled over 1000kg of E-waste since March 2016. • Received and recycled over 90kgs of light bulbs and florescent tubes. • Received and recycled 750kg of soft plastics; on average 3 - 4 full bags of soft plastic and laminates
every 2 weeks.
• Received and recycled over 160 kg of Styrofoam since March 2016.
• Received and recycled over 39 cell phones since March 2016. • Received and recycled 140 kg of batteries since March 2016.
May 2017 Board of Directors Meeting Package page 72
